Why comparing totals isn’t enough
Two quotes for the same material list can land within a few dollars of each other and still be very different offers. One supplier may have substituted a different manufacturer’s breaker, quoted wire by the thousand feet instead of by the foot, left out an item it couldn’t get, or promised switchgear months later than the other. Comparing line by line is how you catch those differences before they reach the job site.
Step 1: Send every supplier the same request
Comparison starts before the quotes arrive. If each supplier gets a slightly different list, their quotes won’t line up. Include:
- Every item, with catalog numbers where you have them and clear descriptions where you don’t
- Quantities and units for each line
- Approved substitutes, or a clear note that substitutions must be flagged
- The date you need the material and where it should be delivered
- The date you need the quote by, and how long you need prices held
Step 2: Put every quote on the same basis
Suppliers price in different ways. Before comparing, convert each line to the same basis:
- Pricing units. Electrical quotes often price items per each (E), per hundred (C) or per thousand (M). Wire quoted “per M” is priced per 1,000 feet. Convert everything to the same unit before comparing.
- List price versus net price. Some quotes show a list price and a multiplier; others show only the net price. Compare net prices — what you’ll actually pay.
- Extended price. Multiply unit price by quantity for each line, so partial or rounded quantities don’t hide differences.
- Freight, delivery and other charges. Add them to the comparison rather than leaving them off the page.
Step 3: Check each line, not just the price
For every line on every quote, check:
- Is it the exact item you asked for, or a substitute? Substitutes should be clearly identified and approved before you accept them.
- Is the quantity right? Look for rounding to full reels, boxes or cartons.
- What’s the lead time and availability? “In stock” and “8–10 weeks” are very different answers for the same price.
- Was anything left out? A missing line or a “no bid” makes a total look lower than it really is.
- How long is the price valid? Wire, cable and other copper-based items often carry shorter validity periods because metal prices move.
Step 4: Lay the quotes side by side
Build one comparison with a row for each line item and a set of columns for each supplier: unit price, unit, extended price, lead time, availability and a substitution flag. Then look at it two ways:
- Lowest total: which supplier is cheapest for the whole list?
- Best by line: which supplier is cheapest — or fastest — on each item?
The gap between the two tells you whether splitting the order is worth it.
Step 5: Decide and record why
- Award the whole list to one supplier when the totals are close and one relationship keeps things simple.
- Split the award when one supplier is much better on specific items, especially long-lead equipment.
- Weigh more than price: delivery reliability, credit terms and how well each supplier handles problems all matter.
- Record the decision. Note what was chosen, from whom and why. It helps when the invoice arrives, and when you quote the next job.
Common mistakes
- Comparing totals without converting pricing units
- Accepting a substitute without checking it against the specification
- Ignoring lead times on long-lead equipment
- Missing freight or delivery charges
- Letting a quote expire before placing the order